Effective office space planning is the foundation of a high-performing workplace. It’s about more than aesthetics—it’s a strategic approach that aligns physical space with your people, goals and evolving ways of working.

Whether you’re relocating, refurbishing or rethinking how your teams operate, this guide explores the principles of office space planning, why it’s critical, and how to do it right.

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What is office space planning?

Office space planning is the strategic process of structuring and designing a workspace to meet the operational and cultural needs of a business. It involves analysing how people interact with their environment and creating a layout that supports productivity, collaboration, and long-term flexibility.

It goes beyond placing desks and meeting rooms. It’s about optimising flow, promoting engagement and enhancing performance.

Key outcomes include:

• Supporting a range of working styles, from focused to collaborative
• Maximising space efficiency while maintaining comfort
• Reflecting brand identity through physical space
• Enabling flexibility to accommodate future change

Well-executed space planning also integrates technology and wellness features to create a workplace that supports the whole person.

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Why space planning matters

A well-considered office layout influences everything from individual performance to company culture. It directly impacts how employees feel, collaborate, and contribute to organisational success.

Strategic planning can:

• Enhance productivity through optimised workflows
• Facilitate cross-functional collaboration
• Minimise wasted space and reduce costs
• Improve physical and mental wellbeing
• Reinforce company values and brand experience

It’s also essential for supporting hybrid and agile work models, where adaptability is key.

Find out more about how we support organisations with their Workplace strategy.

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How to plan your office space

No two organisations are the same—but most successful planning projects follow a structured approach:

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1. Define your objectives

Clarify what you want to achieve. Are you:

• Scaling or restructuring?
• Enabling hybrid work?
• Consolidating locations?
• Improving environmental performance?

Your goals will anchor your planning decisions.

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2. Understand your people

Explore how different teams work and what they need to succeed. This means going beyond functions and job roles to understand preferences, pain points and behaviours.

Engage employees through surveys, workshops or observational studies. Their input creates a more tailored and effective plan.

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3. Assess your current space

Use occupancy data, space audits and observational insights to identify:

• Underutilised areas
• Bottlenecks in movement
• Spaces that don’t support intended activities

This establishes a clear baseline and uncovers hidden opportunities.

4. Forecast future needs

Effective plans are adaptable. Consider:

• Headcount projections
• New technologies
• Evolving workstyles
• ESG goals

Future-ready layouts reduce the need for disruptive redesigns later.

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5. Collaborate with the right partner

Work with a team that blends strategy, design and delivery. Look for expertise in workplace psychology, space analytics and agile working principles.

Find out more about our design and build process.

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Common challenges in space planning - and how to avoid them

Even with the right intentions, planning can go off track. Common pitfalls include:

• Overcrowding: Excessive desking reduces comfort and creates noise and distraction.
• Wasted space: Beautiful zones that remain unused offer no value.
• Inflexible layouts: Static designs can’t adapt to evolving work patterns.
• Poor environmental quality: Inadequate light, ventilation or noise control can lower wellbeing and engagement.

Avoid these by leading with strategy, grounding decisions in insight, and continuously iterating based on feedback.

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What great space planning looks like

A well-planned office is intuitive, adaptable and people-focused. It balances operational efficiency with user experience.

Key characteristics include:

• A thoughtful blend of collaboration, focus and social spaces
• Flexibility built into the layout and furniture systems
• Technology that enables seamless connection
• Clear circulation and zoning to support different activities
• Design that reinforces identity and purpose

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A real-world example: Post Office

We partnered with the Post Office to help optimise their 54,000 sq ft London headquarters.

Occupancy averaged just 14% across the space—a clear sign that the environment no longer supported their needs.

We delivered a strategy-led transformation that addressed inefficiencies, improved utilisation, and reduced operational costs.

The reimagined layout now enables flexible working, fosters collaboration, and supports post-pandemic behaviours.

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Our approach to workplace planning

At TSK, we design spaces that empower people to do their best work. We begin by understanding your goals, your culture and how your teams operate.

Our approach combines:

• Data-informed analysis
• Deep expertise in workplace strategy
• A people-first mindset

We work with ambitious organisations across sectors to create offices that perform today—and evolve tomorrow.

Explore our projects.

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Frequently asked questions

What is the goal of office space planning?

To align physical space with your organisation’s people, purpose and performance objectives.

How much space should I allocate per person?

It depends on your working model. Hybrid and agile workplaces may need less fixed space but more variety and flexibility.

What’s the difference between space planning and design?

Planning is about functionality and flow. Design adds the aesthetic layer that enhances experience and brand alignment.

Where do I start?

Start with strategy. Engage a workplace expert who can guide you through a process grounded in insight and aligned to your goals.

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Let’s make work amazing

If you're evolving your workspace, TSK can help you plan with purpose and design for performance.

Get in touch with our team to start the conversation.